Circular No. 33/2017/TT-BTC on the management regime for cash, valuable papers, and precious assets within the State Treasury system

CIRCULAR
Regulations on the management of cash, securities, and valuable assets
 in the State Treasury system

                                                                                       

Pursuant to Decree No. 215/2013/NĐ-CP dated December 23, 2013 of the Government Chairman stipulating the functions, tasks, and organizational structure of the Ministry of Finance;

Pursuant to Decision No. 26/2015/QĐ-TTg dated July 8, 2015, issued by the Prime Minister, stipulating the functions, tasks, powers, and organizational structure of the State Treasury under the Ministry of Finance;

At the proposal of the General Director of the State Treasury;

The Minister of Finance hereby issues this Circular stipulating the regulations on the management of cash, negotiable instruments, and valuable assets in the State Treasury system.

PART I
GENERAL PROVISIONS

Article 1. Scope of Regulation

This Circular stipulates the regulations on the management of cash, negotiable instruments, and valuable assets in the State Treasury system.

Article 2. Applicability

1. Units within the State Treasury system.

2. Organizations and individuals having transactions involving cash, negotiable instruments, and valuable assets with units within the State Treasury system.

Article 3. Explanation of Terms

In this Circular, the following terms are understood as follows:

1. Cash: Refers to banknotes and coins issued by the State Bank of Vietnam.

2. Negotiable Instruments: Include bonds, bills, stocks, government securities, and other types of negotiable instruments as prescribed by law.

3. Valuable assets: Consist of gold, precious metals, precious stones, cash foreign currency, and other types of valuable assets.

4. Sheet: Is the unit of quantity for banknotes (Vietnamese dong, foreign currency), and negotiable instruments.

5. Piece: Is the unit of quantity for coins.

6. Sealing: Is the act of using sealing paper or lead seals to mark signs on bundles, bags, boxes, packages, and containers of money and assets that have been packed according to regulations, ensuring that the bundles, bags, boxes, packages, and containers remain intact and complete.

Customer: Is an organization or individual having transactions involving cash, negotiable instruments, and valuable assets with units within the State Treasury system.

8. Head of unit with treasury: Is the head of the unit with treasury (at the State Treasury, it is the General Director; at the provincial State Treasury (commonly referred to as the provincial State Treasury), it is the Provincial State Treasury Director; at the district State Treasury, it is the District State Treasury Director); at the Transaction Office, it is the Transaction Office Chief.

Chapter II
MANAGEMENT OF CASH, NEGOTIABLE INSTRUMENTS, VALUABLE ASSETS AND CASH VAULTS

Section 1
RESPONSIBILITIES OF PUBLIC OFFICIALS PARTICIPATING IN THE MANAGEMENT
OF CASH, SECURITIES, AND VALUABLE ASSETS

Article 4. Composition of the Treasury Management Board at State Treasuries at all levels

1. At the State Treasury: The Director of the Treasury Department is the Chair; the Chief Accountant of the Transaction Office (referred to as the Chief Accountant) and the custodian are members.

2. At the provincial State Treasury: The Provincial State Treasury Director is the Chair; the Head of the National Accounting Department - Chief Accountant (referred to as the Chief Accountant) and the custodian are members.

3. At the district State Treasury: The District State Treasury Director is the Chair; the Chief Accountant and the custodian are members.

4. The establishment of the Treasury Management Board is decided in writing by the head of the unit with the treasury.

5. Based on specific conditions of the Transaction Office, the Provincial State Treasury Director decides to establish either a Treasury Management Board or a Fund Management Board.

Article 5. Responsibilities of the Head of the Cash Storage Management Board

1. Shall be responsible for organizing the management, ensuring safety and confidentiality of cash, valuable papers, and other types of assets stored in the cash storage.

2. Equip means and devices to ensure the safety of the cash storage according to regulations.

3. Direct the application of necessary measures to prevent loss, confusion, theft, fire, flood, mold, pests, mice, cockroaches, and other causes, ensuring the quality of money and assets stored in the treasury.

4. Manage and use the key to one lock on the outer layer of the treasury door.

5. Directly open and lock the treasury door; enter and exit together with members of the Treasury Management Board to supervise the issuance, receipt, and storage of money, securities, and valuable assets in the treasury.

6. Directly participate in inventory checks of the cash storage according to regulations; determine the reasons for excess or shortage of cash, valuable papers, and precious assets in the cash storage.

Article 6. Responsibilities of the member of the Cash Storage Management Board who is the Chief Accountant

1. Shall be responsible for managing and supervising the issuance, receipt of cash, valuable papers, and precious assets, and the storage of assets in the cash storage.

2. Organize accounting records for cash, valuable papers, and precious assets at their unit according to the State Treasury Accounting System; guide and inspect the opening and recording of cash storage ledgers.

3. Manage and use the key to one lock on the outer layer of the treasury door.

4. Directly open and lock the treasury door; enter and exit together with members of the Treasury Management Board.

5. Directly participate in inventory checks of the cash storage according to regulations.

6. Check and reconcile actual inventory data with accounting ledger data and cash storage ledgers to ensure accuracy.

7. Monitor compliance with cash storage safety management regulations; promptly detect and report any errors that may lead to loss of cash, valuable papers, and precious assets.

Article 7. Responsibilities of the member of the Cash Storage Management Board who is the Storekeeper

1. Shall be responsible for ensuring absolute safety of cash, valuable papers, and other types of assets stored in the cash storage.

2. Accurately and timely execute the issuance and receipt of cash, valuable papers, and precious assets according to valid and lawful vouchers.

3. Manage and use the key to one lock on the inner layer of the treasury door; the key to one lock on the outer door of the treasury (if the outer door has three locks); keys to the room locks within the treasury; iron safes, steel safes, and wire mesh cabinets placed within the treasury; keys to the buffer room, and keys to the steel safe on the dedicated vehicle (if any).

4. Directly open and lock the treasury door; enter and exit together with members of the Treasury Management Board.

5. Neatly and scientifically arrange various types of cash and assets in the cash storage, ensuring cleanliness.

6. Propose the application of necessary measures to ensure the quality of cash, valuable papers, and other types of assets stored in the cash storage.

7. Open various business ledgers as prescribed; record and keep business ledgers and related documents fully, clearly, and accurately.

8. Reconcile the issuance, receipt, and inventory data of cash, valuable papers, and precious assets on the warehouse card and their business ledgers with the accounting ledger.

9. Witness and assist in the inspection and inventory of the cash storage.

10. Conduct a final check on the safety of the cash storage before leaving it.

Article 8. Positions in the Treasury

1. The State Treasury assigns custodians and assistant custodians.

2. The provincial and district State Treasuries assign custodians, fund managers, and bank inspectors; separately, at the State Treasury of Hanoi and Ho Chi Minh City, additional assistant custodians are assigned. The Transaction Office assigns custodians (when there is a treasury) and fund managers (when there is no treasury).

3. The General Director of the State Treasury decides in writing the positions of custodian and assistant custodian at the State Treasury; the Provincial State Treasury Director decides in writing the positions of custodian, fund manager, and assistant custodian at the provincial and district State Treasuries and Transaction Offices.

Article 9. Delegation of Powers for Cash, Valuable Securities, and Precious Assets Management by Participants

1. The Director of the Treasury Department, the Director of the Provincial State Treasury, and the Director of the District State Treasury may delegate their powers to their deputies to perform all or part of the tasks related to cash, valuable securities, and precious assets management.

2. The Chief Accountant may delegate their powers to other individuals within their organization who meet the necessary conditions to perform all or part of the tasks related to cash, valuable securities, and precious assets management.

3. Delegation of power must be stipulated in writing and limited to a specific period of time. The delegation document must follow a prescribed format and be stamped with the seal of the delegating authority. The delegatee cannot further delegate their powers to another person. When the Chief Accountant delegates powers to another individual, it must be approved by the head of the unit where the cash vault is located.

4. When delegating or reclaiming delegated powers, assets must be handed over. Depending on work requirements, the delegator decides whether to hand over all or part of the assets. At the end of the delegation period, the delegatee must report on the work performed and simultaneously complete the procedures to return the assets to the delegator.

5. The delegatee is responsible before the delegator for managing cash, valuable securities, precious assets, and cash vaults according to this Circular and relevant laws.

6. Each time the custodian of the cash vault or treasury needs to take leave, go on a business trip, attend meetings, or study, they must submit a written request for a replacement. The head of the unit where the cash vault is located will temporarily designate a replacement and organize an inventory and handover of cash and assets. The replacement is responsible for performing the duties and authorities of the cash vault custodian during the assigned period. Upon completion of the assigned period, the temporary appointee must complete the procedures to return the cash and assets to the custodian of the cash vault or treasury.

Section 2
MANAGEMENT OF CASH, VALUABLE SECURITIES AND PRECIOUS ASSETS IN THE CASH VAULT
AND VALUABLE ASSETS IN THE TREASURY

Article 10. Cash Warehouse and Equipment in the Cash Warehouse

1. The cash vault must be constructed within the premises of the State Treasury, ensuring confidentiality, safety, and convenience for the entry and exit of cash and assets. The structure of the cash vault must ensure safety, durability, and ventilation. The cash vault has only one entrance; the vault door must have two layers of iron doors equipped with high-quality locks; the outer layer of the door must have at least two numbered locks, while the inner layer must have at least one lock.

2. The equipment in the cash warehouse must ensure safety and convenience for the management of cash, valuable instruments, and precious assets.

Article 11. Objects to be stored in the State Treasury's cash vaults at all levels

1. Cash, valuable securities, and precious assets of the State entrusted to the management of the State Treasury at all levels.

2. Various types of assets as prescribed by law to be stored by the State Treasury.

3. In cases where other assets need to be stored in the cash vault, the head of the unit with the cash vault decides in writing.

Article 12. Purposes for entering the cash vault

1. Depositing, withdrawing, and exporting/importing cash, valuable securities, precious assets, and assets as prescribed by law that are stored in the cash vault.

2. Arranging, rearranging, cleaning the vault, preventing pests, rodents, and mold.

3. Inventorying and inspecting the vault regularly or unexpectedly.

4. Repairing and installing equipment within the vault.

5. Rescuing assets in the vault when incidents occur.

6. Other special cases must be agreed upon in writing by the head of the unit with the cash vault.

Article 13. Subjects permitted to enter the cash vault

1. The Cash Vault Management Board and warehouse staff performing the tasks of depositing and withdrawing cash and assets stored in the cash vault.

2. The General Director and Deputy General Director of the State Treasury shall inspect the cash vaults of State Treasuries at various levels.

3. The Director and Deputy Director of the Provincial State Treasury shall inspect the cash vaults under their management.

4. State Treasury officials authorized to inspect the vault and funds.

5. Staff members of the unit are responsible for periodically and randomly inspecting, checking the cash vaults, conducting inventory checks, cleaning the vaults, preventing pests, rodents, cockroaches, and mold. The leader of the department (team) responsible for the cash vault supervises the entry and exit of cash and assets in the cash vault at their own unit.

6. Technical staff repairing the cash vault and equipment inside it, and those performing tasks within the cash vault must obtain written approval from the head of the unit with the cash vault.

7. Individuals responsible for rescuing assets in the cash vault during emergencies.

Article 14. Regulations on entering and exiting the cash vault

1. Each time entering or exiting the cash vault, each individual must sign the "Logbook for Entry and Exit of the Cash Vault."

2. Before entering and after leaving the cash vault, all key holders must be present to witness the opening and closing of the vault door. Key holders must protect the secrecy of the lock code and key when opening and closing the vault door.

3. When entering, the custodian enters first, and when exiting, the custodian exits last. If one key holder leaves the cash vault, everyone must exit the vault.

4. Inspection before entering and exiting the cash vault:

a) Before unlocking the vault, key holders must carefully observe the condition of the locks outside. If there are suspicious signs, they must not unlock the vault and must record all such signs in detail. If there are signs of the vault being breached, the scene must be preserved and the police on site must be invited to examine, record, and handle the situation accordingly but must ensure the safety of the vault and comply with the requirements of the competent authority.

b) After leaving the vault, the Cash Vault Management Team must lock the vault door according to regulations.

5. Personal bags, purses, wallets may not be brought into the vault.

Article 15. Protection of the cash vault

1. The cash vaults of the State Treasury at all levels are key national protection targets. The protection of the cash vault is closely integrated with the protection of the agency premises and is carried out 24 hours a day.

2. Each State Treasury unit closely coordinates with local police to develop protection plans for the cash vault at their own units.

3. Individuals assigned the task of protecting the agency are responsible for the safety of the cash vault within their designated scope.

Article 16. Entry and exit of cash, negotiable instruments, valuable assets

1. The entry and exit of cash, valuable securities, and precious assets in the cash vault must be based on accounting vouchers and lawful documents. Accounting vouchers of the day must be processed for entry and exit on the same day, and must be accurately and promptly recorded in the ledgers.

2. Each accounting voucher for entry and exit from the vault must be accompanied by a delivery receipt or inventory list.

Article 17. Methods of arranging and storing cash, negotiable instruments, and valuable assets in the cash vault

1. Cash, valuable securities, and precious assets stored in the cash vault must be classified, counted, packed, and sealed according to regulations. Each type of asset must be stored separately, neatly arranged, and conveniently for entry and exit. For damaged or defective valuable securities, after inventory, if awaiting destruction, they must be stored separately in a locked metal box, with signatures of the Inventory Committee on the seals.

2. Each type of negotiable instrument and valuable asset stored in the cash vault must have one inventory card for tracking purposes. The inventory card should be kept with the asset, facilitating recording, inspection, and control.

Section 3
MANAGEMENT OF CASH AND VALUABLE SECURITIES AT THE COUNTER

Article 18. Counter and equipment at the counter

1. Counters at State Treasury offices at all levels must be arranged conveniently, safely, and in accordance with actual operational needs.

2. Treasury equipment must be provided fully and correctly as prescribed.

Article 19. Receipt and payment of cash

1. All cash receipts and payments must be based on lawful and valid accounting vouchers. Accounting vouchers of the day must be processed for receipt and payment on the same day, and must be accurately and promptly recorded in the ledgers. Cash receipt and payment vouchers must be reviewed by the accountant and transferred internally to the cash receipt and payment department. Ledger entries must follow the rule of recording expenditures before receipts.

2. Before receiving or paying out cash, the validity and legality of the accounting vouchers must be verified; accurate counting must be conducted during receipt and payment.

3. Customers depositing cash must witness the Treasury staff counting the money. If customers deposit cash but the counting and handover process is incomplete due to the end of working hours, and if customers wish to store the money in the Treasury's cash vault, they must seal the bag or box containing the money in the presence of the Cash Vault Management Team and complete the storage procedures for sealed bags or boxes.

4. When receiving cash, customers must present their national identity card or citizen identification card, clearly write their name and sign on the payment voucher and list of cash payments, and verify the amount received before leaving the Treasury counter.

5. Before disbursing cash to customers, if the bundle of cash is still sealed, the Treasury official disbursing the cash must break the seal and hand over the cash for the customer to count.

6. On accounting vouchers and lists of receipts and payments (or delivery and receipt certificates), all required signatures must be present. The State Treasury will not be liable for compensation for missing or lost cash if customers have signed the accounting vouchers and lists after leaving the Treasury counter.

7. Counterfeit money, suspected counterfeit money, sample money, or money that does not meet circulation standards and has destructive characteristics should not be accepted into the fund. If such money is discovered, Treasury staff must seize it, prepare a record, retain the evidence, and handle it according to regulations.

Article 20. Counting, Packaging, Sealing Cash

1. Counting:

a) When receiving or paying out cash, it must be accurately counted by each note or coin.

b) Simultaneously counting and sorting, separately arranging good money, damaged money, and money not meeting circulation standards; pay attention to detecting mixed types of money, counterfeit money, suspicious counterfeit money, and sample money; do not mix counted money with uncounted money.

2. Packaging:

a) For stacks of banknotes: Every 100 banknotes of the same denomination and material are arranged into one stack.

b) For bundles of banknotes: Every 10 stacks of banknotes of the same denomination and material are packed into one bundle.

c) For packages of banknotes: Every 20 bundles of banknotes of the same denomination and material are packed into one package.

d) For metallic coins: Every 50 pieces of the same denomination are packed into one bar; every 20 bars are packed into one bag.

3. Sealing:

a) Sealing paper is thin paper with appropriate dimensions for each type of money and pre-printed contents such as: State Treasury name; type of money; number of sheets (if it is a bundle of money); number of bundles (if it is a package of money); amount of money; date, month, year of bundling, packaging; full name and signature of the person counting, bundling, sealing.

b) Sealing a bundle of money: The sealing paper must be fully and accurately filled out with all the contents on the sealing paper as specified in point a of this clause (use a good quality ballpoint pen to fill out, do not use pencil or easily fading ink) and affixed to the lining sheet of the bundle of money at the position where the binding string is tied.

c) Sealing packages of banknotes: Use strong thread to tightly tie the mouth of the package (or fold the mouth of the package and sew it closed); affix the sealing paper over the tying point and both ends of the thread (separate both ends of the thread when affixing the sealing paper).

Article 21. Receiving and Delivering Cash

1. Cash handover between the State Treasury and banks: The cash handover between the State Treasury and banks must ensure safety, convenience, and comply with the methods prescribed by the State Bank of Vietnam.

2. Receiving and delivering cash within each unit of the State Treasury:

a) Between the cashier and the person receiving or paying out: Deliver and receive in sealed bundles or bags for even bundles or bags; count each note or coin for odd stacks, notes, or bars.

b) Between the cashier and the warehouse keeper: Deliver and receive in sealed packages, bags, or chests.

c) At the end of the working day, if cash from collection points has not been handed over between the collector and the cashier, it shall be sent to the vault in sealed packages or boxes.

d) Each time cash is received or delivered, the deliverer and receiver must sign in the cash receipt book.

3. Receiving and delivering cash during transfers between units of the State Treasury:

a) The State Treasury unit receiving cash shall accept in sealed form for even bundles or bags; count each note or coin for odd stacks, notes, or bars.

b) Each time cash is received or delivered, a receipt is made with signatures from both parties, each party keeping one copy.

Article 22. Receiving and Delivering, Counting, Packaging, Sealing Foreign Currency

The procedures for receiving and delivering, counting, packaging, and sealing foreign currency are carried out similarly to those for cash.

Article 23. Receiving and Delivering Valuable Documents

1) Receiving and delivering between the State Treasury and units outside the State Treasury system:

a) During receipt and delivery, the recipient counts each document immediately at the place of delivery or according to the agreement between both parties.

2. Receiving and delivering between units of the State Treasury:

a) Receiving and delivering between units of the State Treasury is carried out in sealed packages or bundles; if there are insufficient packages, count each document individually.

b) After receipt and delivery, the deliverer sends one copy of the Warehouse Dispatch Note to the recipient.

c) The person receiving valuable papers must have an introduction letter from the head of the unit, clearly stating their full name, position, ID card number or citizen identification card number for verification purposes.

b) After receipt and delivery, the deliverer sends one copy of the Warehouse Dispatch Note to the recipient.

3. Receiving and delivering within each unit of the State Treasury, count each document and each series individually.

c) The person receiving valuable papers must have an introduction letter from the head of the unit, clearly stating their full name, position, ID card number or citizen identification card number for verification purposes.

Article 24. Storage and Arrangement of Cash and Valuable Documents

1. During working hours, cash and valuable papers must be neatly arranged according to type in boxes, safes, and stored at the counter; if they need to be taken outside the counter, the safe must be locked with a code and fixed key.

2. During lunch break, all cash and valuable papers at the counter within the State Treasury office must be stored in a safe locked with a code and fixed key, sealed, or placed in a steel box with a lock and seal stored in the cash vault; at transaction points outside the office premises, all cash and valuable papers must be stored in a safe locked with a code and fixed key, sealed, and guarded by a person on duty.

3. At the end of working hours, all cash and valuable documents, after being counted and reconciled with accounting records, must be stored in the currency warehouse.

Section 4

USE AND STORAGE OF CASH VAULT KEYS, SAFES

Article 25. Keys for cash vaults and safes

1. Each lock of the cash vault door, room door inside the cash vault (if any), safe, iron cabinet must have exactly two keys, including one daily-use key and one spare key.

2. The key combination for the lock number (currency warehouse door, safe) consists of a code and a fixed key (if any).

Article 26. Storage and transfer of daily-use keys

1. The key to the lock of the cash vault door is kept by each member of the Cash Vault Management Board in their own safe located at their workplace within the office premises. Each person sets their own code; selects three codes to change when necessary, writes each code on paper (two copies), put them in separate envelopes, seal them (one envelope is kept in a separate safe along with the daily-use fixed key, one envelope is kept together with the spare key). If the daily-use code is forgotten, open the sealed envelope containing the daily-use key, then reseal it; if changing to a different code other than those sealed, report and obtain written approval from the head of the unit with the cash vault, and simultaneously process the replacement of the spare code.

2. Daily-use keys and codes for iron cabinets, metal boxes, and safes within the cash vault are placed together in a small iron box with a lock and kept in the cash vault. In cases where there are storage rooms, daily-use keys and codes for iron cabinets, metal boxes, and safes located in which storage room are placed together in a small iron box with a lock and kept in that storage room.

3. Keys to storage rooms, keys to small iron boxes mentioned in Clause 2 of this Article, keys to buffer rooms of cash vaults, and keys to safes on dedicated vehicles (if any) are kept by the custodian in their own safe along with the daily-use key of the cash vault door.

4. The key to the lock of the counter safe is managed by the civil servant handling cash receipts and payments, who sets their own unique code, responsible for ensuring confidentiality and managing it at their workplace within the office premises.

5. Each time keys to cash vaults and safes are transferred, the giver and receiver directly perform the transfer and sign off in the key transfer logbook. For keys to coded locks, upon receiving the transfer, the receiver must reset their own code.

Article 27. Safeguarding and Handing Over Spare Keys and Key Boxes

1. Spare keys for the vault door:

a) The spare keys and code numbers specified in Clause 1 of Article 26 above of the vault door shall be placed collectively in an iron box by each member of the Vault Management Board, along with a detailed list clearly indicating the quantity, serial number of each key, date, month, year, and signature witnessed by all members of the Vault Management Board.

b) The spare key box must be locked and sealed; the seal must include all elements such as date, month, year; name and signature of those sealing it. The spare key box has 01 lock whose key is kept by the custodian and stored in the daily-use key safe. The Vault Management Board shall prepare a specific record of safeguarding the spare keys in the sealed iron box.

c) The spare key box of the State Treasury's vault is to be kept in the safe of the State Treasury leader responsible for the treasury funds, located in their office; the spare key box of the provincial State Treasury's vault is to be kept in the safe of the provincial State Treasury Director, located in their office; the spare key box of the district State Treasury's vault is to be sent and kept at the nearest State Treasury or bank on the premises but must have the written consent of the provincial State Treasury Director.

d) The person authorized to manage the vault, or the person reauthorized, shall personally reset the code of the vault door lock, and choose an additional 01 code as a backup; write that code on paper, place it in a sealed envelope, and store it in the safe of the unit head with a vault. The handover of the envelope containing the backup code is done in writing with signatures from both the giver and receiver. When it is necessary to break the seal to retrieve the backup code for use, a written request must be approved by the unit head with a vault (except in emergencies).

2. Backup keys for the safe containing the currency warehouse keys are self-managed by members of the Currency Warehouse Management Board at their workplace.

3. Spare keys for the vault room door (if any), safe, iron cabinet, iron box within the vault, safe on the dedicated vehicle:

a) The spare keys for the vault room door, safe, iron cabinet, iron box within the vault, and safe on the dedicated vehicle, managed by the custodian, shall be placed in an iron box, locked and sealed, accompanied by a detailed list clearly indicating the quantity, serial number of each key, date, month, year, and signature.

b) The spare key box must be locked and sealed; the seal must include all elements such as date, month, year, name, and signature of the sealer; the spare key box has 01 lock whose key is kept by the custodian and stored in the safe together with the daily-use vault door keys.

c) The iron box containing the spare keys for the vault room, iron cabinet, safe within the vault, and safe on the dedicated vehicle shall be kept in the safe of the Vault Management Board Head, located in their office.

4. Spare keys for the transaction counter safe:

a) The spare keys for the transaction counter safe, entrusted to the civil servant managing the cash collection and disbursement, shall be placed collectively in an iron box, locked and sealed, accompanied by a detailed list clearly indicating the quantity, serial number of each key, date, month, year, and signature.

b) The spare key box must be locked and sealed; the seal must include all elements such as date, month, year; name and signature of those sealing it; the spare key box has 01 lock whose key is kept by the custodian and stored in the safe.

c) The box containing the backup keys shall be stored in the treasury.

5. Using backup keys

a) The spare key box may only be opened in the following cases: Loss of the daily-used key; need to urgently open the vault but not enough participants to open it; when there is a decision to change the lock; due to the daily-used key safe being lost, damaged key, jammed code, unable to open to retrieve the vault key for use; when there is a change in the code; checking and inventorying the State Treasury's upper-level spare keys.

b) When using the spare key, there must be a written decision from the unit head with a vault and a record prepared with all members of the Vault Management Board present. In emergencies, when opening the spare key box, there must be 03 witnesses present, including at least 01 member of the Vault Management Board.

Article 28. Responsibilities of civil servants managing keys to cash storage rooms and safes

1. Civil servants entrusted with managing and using various types of keys for cash storage rooms and safes shall be responsible for ensuring the safety and confidentiality of the keys entrusted to them.

2. Civil servants entrusted with managing and using various types of keys for cash storage rooms and safes shall not be permitted to perform the following actions:

a) Taking the keys outside the office premises.

b) Allowing unauthorized persons to view, hold, or keep the keys.

c) Making additional copies or reproductions of the keys.

d) Leaving the key in the lock on the door of the cash storage room or safe after opening or closing it.

đ) Repairing the lock, door of the treasury, or technical equipment attached to the treasury without the consent of the head of the unit or the higher-level State Treasury.

e) Intentionally failing to comply with regulations concerning the security and confidentiality of the keys and lock codes, resulting in the loss or damage of the keys.

3. Under no circumstances shall daily-use keys for the door locks of cash storage rooms be left in the hands of a single person under any circumstances.

4. In cases where the lock on the door of the cash storage room is damaged, the key is lost, or the secret code is exposed, the person responsible for the loss or exposure must immediately report to the head of the unit with the cash storage room in writing, detailing the cause, time, and location of the key loss; the head of the unit with the cash storage room shall prepare a record of the key loss and proceed with the procedures to obtain a spare key for temporary use, while simultaneously reporting to the higher-level State Treasury. A damaged lock, lost key, or exposed secret code must be immediately replaced with new locks; a secret code that has been exposed must be immediately replaced with a new code.

Chapter III
TRANSPORTATION OF CASH, VALUABLE DOCUMENTS, AND PRECIOUS ASSETS

Article 29. Principles for Organizing Transportation

1. Transporting cash, valuable documents, and precious assets between State Treasury units must be authorized by the General Director of the State Treasury or the Director of the Provincial State Treasury.

2. Absolute confidentiality must be maintained regarding the time, route, means of transport, delivery and receipt locations, and quantity and value of goods being transported.

3. Cash, valuable securities, and precious assets must be packed in bags, envelopes, or boxes and sealed during transportation.

4. Cash, valuable documents, and precious assets must be transported during daylight hours (except in cases of air, rail, or sea transport).

5. Individuals such as biological parents, adoptive parents (spouse or partner), spouse, partner, biological children, adopted children, and full siblings (including full siblings of the spouse or partner) shall not be arranged to participate in the same transportation trip.

6. Persons without assigned duties shall not accompany on the means of transportation carrying cash, valuable securities, and precious assets (except in cases of public transportation).

7. The organization of transportation must follow the procedure: Starting from receiving, sealing, and packaging cash, valuable documents, and precious assets; loading onto the transport vehicle; transporting along the route to the delivery and receipt location; delivering cash, valuable documents, and precious assets and completing the delivery and receipt procedures according to regulations.

8. The deployment of security forces to carry out escort and protection duties for cash, valuable documents, and precious assets during transportation must ensure:

a) Vehicles transporting cash, valuable documents, and precious assets managed by the State Treasury and Provincial State Treasury: Must have police escorts and support.

b) Vehicles transporting cash, valuable documents, and precious assets managed by the County State Treasury: Must have dedicated security personnel or reinforced staff equipped with auxiliary tools for escort and protection.

Article 30. Responsibilities of Individuals Participating in the Transportation of Cash, Valuable Securities, and Precious Assets

1. Delivery and Receipt Personnel:

a) Being the person assigned by the head of the unit to handle the delivery, receipt, and escort of cash, valuable documents, and precious assets from

b) Are responsible for overall safety assurance and the completion of the delivery and receipt of cash, valuable securities, and precious assets.

2. Dedicated State Treasury Security Personnel and Police Escorts Have the Responsibility to:

a) Develop plans to protect goods, people, and transportation means from the start of receiving goods until their safe return to the agency headquarters.

b) In case of a security incident leading to loss, working together with others on the vehicle to secure the goods, people, and transport means; at the same time, reporting to the head of the unit with the cash storage room and actively coordinating with local police authorities to address the situation as quickly as possible.

c) Follow the instructions and management of the delivery and receipt personnel.

3. Drivers Have the Responsibility to:

a) Ensure the technical standards of the transportation means.

b) Adhering strictly to the designated route of transportation; when stopping or parking the vehicle, permission from the delivery and receipt personnel must be obtained; if the vehicle breaks down, immediate measures must be taken to repair it as quickly as possible, ensuring the safe return of the goods.

c) Comply with the Road Traffic Law.

d) Obey the instructions of the delivery and receipt personnel.

Article 31. Means of Transporting Cash, Valuable Documents, and Precious Assets

1. Transporting cash, valuable documents, and precious assets between the State Treasury and provincial State Treasuries; between provincial State Treasuries and county State Treasuries must be done using specialized vehicles.

2. Transporting cash from transaction points, banks to the headquarters of provincial and county State Treasuries and vice versa must be done using specialized vehicles; in cases where other means of transport are required, the head of the unit with the cash storage room must take measures to ensure the safety of assets during transportation.

3. In cases where other means of transport such as aircraft, trains, motorboats, etc., are used, the person authorized to issue the transfer order shall be responsible for organizing and ensuring the safety of cash, valuable documents, and precious assets.

Chapter IV
COUNTING AND HANDLING SURPLUS OR SHORTAGE OF CASH,
VALUABLE DOCUMENTS, PRECIOUS ASSETS

Section 1
COUNTING CASH, VALUABLE DOCUMENTS, PRECIOUS ASSETS

Article 32. Inventory of cash, valuable papers, precious assets at the end of the day

1. For cash:

a) Every day, when trading hours end, the Head of the Warehouse Management Board and the Accounting Manager of the Warehouse Management Board must conduct an inventory of actual cash balances, valuable papers, and precious assets up to the end of the day.

b) For bundles, bags, or packages that remain sealed, they must be directly inspected and examined for bundling and sealing. For loose sheets, individual pieces, or small amounts, each sheet or piece must be counted. After counting, the person conducting the count must bundle and seal according to regulations. If necessary, some or all bundles may be opened and recounted individually.

c) Compare the actual figures inspected with the ledger balances; if discrepancies exist between the actual figures and the records, the cause must be identified and handled in accordance with regulations.

d) Upon completion of the inspection, the Head of the Cash Vault Management Board, the member who is the Chief Accountant, and the Cashier must sign on the ledger and the inspection record.

đ) The Head of the Cash Vault Management Board may mobilize some civil servants to assist in conducting the inspection.

2. Regarding valuable papers:

a) Every day, when trading hours end, the desk accountant and cashier must reconcile with the supervision of the Accounting Manager of the Warehouse Management Board to ensure that the remaining number of valuable papers at the end of the day matches the opening balance plus any received during the day (if applicable) minus any used during the day; the total amount collected from various denominations must match the accounting records and cash book.

b) After ensuring reconciliation, the desk cashier, desk accountant, and the Accounting Manager of the Warehouse Management Board sign on the Register of Valuable Paper Usage Status.

3. For precious assets: If there are any receipts or issues, the Cash Vault Management Board must inspect and reconcile the actual inventory with the records to ensure accuracy and sign on the asset tracking ledger.

Article 33. Periodic and Unannounced Inspections of the Cash Vault

1. Periodic inspections of the cash vault are conducted at the end of the working day on the last working day of every month.

2. Unannounced inspections are carried out in the following situations:

a) When there is a change in members of the Cash Vault Management Board or when authorization is being executed;

b) When there is suspicion of unauthorized entry into the vault or fund;

c) When there are discrepancies in asset records or vault funds;

d) When there is a decision by the General Director or the Director of the State Treasury.

Section 2
HANDLING SURPLUS AND SHORTAGE OF CASH, VALUABLE PAPERS, PRECIOUS ASSETS

Article 34. Principles for Handling Surplus and Shortage

1. Surplus of cash, valuable documents, and precious assets:

a) Surplus cash arising from small change in transactions, at the end of the month, the accountant prepares a receipt voucher and accounts for this amount in the deposit account of the State Treasury.

b) Surplus cash without clear cause, the accountant prepares a receipt and records this amount in the surplus and shortage account pending resolution; surplus valuable papers, precious assets without clear cause, the accountant prepares a receipt and records the surplus in the off-balance sheet account pending resolution.

2. Shortage or loss of cash, valuable documents, and precious assets:

a) Shortage or loss of cash, valuable documents, and precious assets in sealed bundles or bags of the State Treasury, the civil servant whose name is signed on the seal is responsible for compensation.

b) Shortage of cash, valuable papers, precious assets managed by which civil servant, that civil servant shall bear responsibility for compensation.

c) It is not allowed to offset surplus cash, valuable papers, precious assets against shortages (only allowed to offset surplus bundles for short bundles if the seal indicates the name of the same person who counted and packaged on the same day).

Article 35. Handling when excess or shortage of cash, valuable papers, precious assets in the treasury is discovered

1. In every case where excess or shortage of cash (except for small change arising from transactions), valuable papers, precious assets in the treasury warehouse, at the transaction counter, and during transportation, it must be reported immediately to the Unit Leader responsible for the treasury.

2. The Unit Leader responsible for the treasury and the relevant management components must immediately inventory all cash and assets at the location where the excess or shortage occurred; prepare a record, clearly determine the extent, cause, and assign responsibility to the collective or individual causing the excess or shortage; take timely measures to recover lost assets; simultaneously, report to the higher-level State Treasury within 24 hours from the time of the incident.

3. In cases of missing cash, valuable papers, precious assets suspected of being stolen by criminals, embezzled, or misappropriated (with elements constituting a crime), the scene must be preserved and immediately reported to the local police and the higher-level State Treasury leader.

4. In cases where counterfeit money is discovered in the State Treasury's cash fund, the cause must be determined and responsibility assigned; the person named on the seal of the money bundle or the person who counted loose sheets, pieces, or bars containing counterfeit money must bear full responsibility for compensation.

5. For incidents involving surplus or shortage of cash valued at VND 50 million or more, the State Treasury outside of investigation and handling must also prepare a file and promptly and fully report to the State Treasury.

Chapter V
IMPLEMENTING PROVISIONS

Article 36. Effective Date

This Circular takes effect from June 16, 2017. Decree No. 61/2002/QD-BTC dated May 17, 2002 of the Minister of Finance on the Cash Management Regulations, Valuable Papers, Precious Assets in the State Treasury System is hereby repealed.

Article 37. Responsibility for Implementation

1. The General Director of the State Treasury bases on the provisions of this Circular to guide, specify, and organize implementation and supervise to ensure the safety of cash and assets in the State Treasury system.

2. Units within the State Treasury system, organizations, and individuals involved in cash transactions, valuable papers, and precious assets with the State Treasury system are responsible for implementing this Circular.

3. During implementation, in case of difficulties, please reflect them promptly for the Ministry of Finance to study, amend, and supplement appropriately.